Final_RFB_758_2400000294_2_SO_FORM.PDF

Document ID: RFB 758 2400000294 Page: 1

Commonwealth of Kentucky

SOLICITATION MODIFICATION

Modification: Yes Version #: 2

TITLE: Janitorial Services for Glasgow State Nursing Facility

Date Issued:

02/02/2024 Record Date:

02/02/2024

Solicitation Closes Date:

02/09/2024 Time:

13:30

Solicitation No:

RFB 758 2400000294

Reason for Modification

To post Response to Vendor's Questions and to include Attachment D - Floor Plans.

Online Bidding Prohibited: No For Information Call:

Sheila Durham 502-564-8626

Bid Receiving Location:

Bid Receiving

See Terms & Conditions for Bid Submission Instructions

Other KY

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFB 758 2400000294 Page: 2

Line Items

Commodity Group: Default Commodity Group

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 Janitorial Services for Glasgow State Nursing Facility

12.00000 MO

Comm Code Comm Description Manufacturer Model # Manuf Part #

91039 Janitorial/Custodial Services

Extended Description Janitorial Services for Glasgow State Nursing Facility. See Section 2 for Specifications.

Shipping Information CHFS DBHDID - Glasgow State Nursing

207 State Avenue

Glasgow KY 42141

Billing Information CHFS DBHDID - Glasgow State Nursing

207 State Avenue

Glasgow KY 42241-2200

Document ID: RFB 758 2400000294 Page: 3

Submission Checklist

The following items will be required to be submitted with bid:

Item

PRICE

CUSTOMER REVIEW

EXPERIENCE

Amendment #1 (February 2, 2024) – Please see page 39

ELECTRONIC BID SUBMISSION

Bid responses shall be received by electronic submission in the eProcurement system.

An electronic bid shall be authorized by the proper agent of the firm by the act of submitting it electronically through the eProcurement system.

Bid information MUST be completed online. Response must contain all required information for the Solicitation.

All bidders MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://vss.ky.gov.

Allow 24-48 hours to complete Vendor Registration. Vendors must be logged in to their Vendor Self Service (VSS) account in order to submit a response. Registrations completed the day of bid closing must be completed by the Vendor in the VSS portal. The Customer Resource Center is not able to complete registrations and activate accounts on the same day. Closing dates will not be extended for Vendors not registered by the date/ time of the bid closing. Vendor Self Service Registration Guides are provided at https:// finance.ky.gov/eProcurement/Pages/default.aspx.

All bidders are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged. If you need assistance, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

Online bid responses must be in an “Accepted” status and shall be assigned a date and time stamp from the eProcurement system at the time of final acceptance and formal submission by the vendor. The system will not allow submission of an online response after the published date and time for closing.

An offer may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time. An electronic offer may be modified by applying the appropriate electronic signature and following the procedure in the state’s eProcurement signature.

Document Description Page 4

2400000294 Janitorial Services for Glasgow State Nursing Facility https://vss.ky.gov https://finance.ky.gov/eProcurement/Pages/default.aspx https://finance.ky.gov/eProcurement/Pages/default.aspx mailto:Finance.CRCGroup@ky.gov

The following items MUST be submitted prior to award:

_____REVENUE FORM 10A100 KENTUCKY TAX REGISTRATION APPLICATION

IF APPLICABLE (see Section 35)

_____CERTIFICATE OF AUTHORITY – REGISTRATION WITH SECRETARY OF

STATE BY A FOREIGN ENTITY IF APPLICABLE (see Section 37)

_____REQUIRED AFFIDAVIT(S) (see Attachments A1, A2, A3) https://finance.ky.gov/office-of-the-secretary/FinanceForms/Annual%20Required %20Affidavit%20for%20Bidders%20Offerors%20and%20Contractors.pdf

_____EEO FORMS IF APPLICABLE (see Section 32)

_____CERTIFICATE OF INSURANCE (see Section 2)

Request for Bid (RFB) For

JANITORIAL SERVICES FOR GLASGOW STATE NURSING FACILITY

RFB 758 2400000294

Issued by

The Finance and Administration Cabinet On Behalf Of

Cabinet for Health and Family Services, Behavioral Health, Developmental & Intellectual Disabilities

Release Date: January 17, 2024

Site Visit: Monday, January 29, 2024 at 10:00 AM ET (See Section 2) Vendors’ Written Questions Due: January 30, 2024 by 4:00 PM ET

Commonwealth’s Response to Written Questions: February 1, 2024 Commonwealth’s Response to Written Questions: February 2, 2024

CLOSING DATE AND TIME: February 9, 2024 at 1:30 PM ET

Commonwealth Buyer:

Sheila Durham

COMMONWEALTH OF KENTUCKY

Document Description Page 5

FINANCE AND ADMINISTRATION CABINET

Office of Procurement Services

200 MERO STREET, FIFTH FLOOR

FRANKFORT KY 40622

(502) 564-8626 sheila.durham@ky.gov

BID READINGS

Any person wishing to hear a bid reading may call the OPS conference line at 844-603-5060, Participant Code 44510, at 3:30pm, ET on the bid closing date.

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Bid (RFB).

Vendors shall comply with the terms and conditions stated in the solicitation.

Any efforts to negotiate these terms and conditions SHALL NOT be accepted and SHALL cause the bid to be deemed non-responsive.

All proposed pricing shall remain valid for a minimum of sixty (60) calendar days after the bid due date.

This Contract shall be awarded as Group All. Vendors shall bid all line items, otherwise bid shall be deemed non-responsive.

Vendors should review and comply with the general bidding requirements listed under “Procurement Laws, Preference, Regulations and Policies” and “Response to Solicitation” located on the eProcurement Web page at http://eprocurement.ky.gov and respectively https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx and https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx respectively. The vendor must comply with all applicable statutes, regulations and policies related to this procurement.

Document Description Page 6 mailto:sheila.durham@ky.gov http://eprocurement.ky.gov https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/procurement-laws-regulations-and-policies.aspx https://finance.ky.gov/eProcurement/Pages/doing-business-with-the-commonwealth.aspx

Solicitation

Terms and Conditions

Master Agreement

Section 1 Scope of Contract The Office of Procurement Services issues this solicitation to establish a Master Agreement for Janitorial Services for Glasgow State Nursing Facility (GSNF).

Section 2 Bid Specifications Janitorial Services to be performed at Glasgow State Nursing Facility located at 207 State Avenue, Glasgow, KY 42141.

Site Visit The Commonwealth has scheduled a site visit on Monday, January 29, 2024 at 10:00 AM ET at the Glasgow State Nursing Facility.

All vendors planning to attend should notify the buyer via email at sheila.durham@ky.gov and provide the names of the representatives who will be attending, no later than Friday, January 26, 2024 at 10:00 AM ET.

All vendors attending the site visit, should arrive early enough to allow plenty of time to clear security and sign in prior to the start of the scheduled site visit. Vendors will also need to sign out before exiting the building. Vendors may park in the visitor parking area.

Vendors will need to be tested for Covid upon entrance to the building. Vendors that have received a COVID vaccination should bring their card with them to the visit. Vendors may be required to wear appropriate PPE before entering the resident area.

The site visit will allow bidders a chance to satisfy themselves as to all general conditions that may affect the cost of performance of the contract; to the extent, such information is reasonably obtainable. The Commonwealth shall not be bound by oral statements made at the site visit or made at any other time by any member of the Commonwealth’s staff.

Pricing information shall not be made known in any form to agency representatives during the site visit. Failure to comply with this requirement shall render the bid non-responsive.

Vendors are not to ask questions during the site visit. All questions shall be submitted in writing to the Commonwealth Buyer no later than January 30, 2024 at 4:00 PM.

In no event will a failure to attend the site visit constitute grounds for a claim after award of the contract.

Document Description Page 7 mailto:sheila.durham@ky.gov

2.1 General Information

A master agreement is being issued to obtain Janitorial and Housekeeping Services for Glasgow State Nursing Facility (GSNF), located in Glasgow, Kentucky. GSNF is a one hundred (100) bed nursing facility, operating under the Department for Behavioral Health, Developmental and Intellectual Disabilities (DBHDID) within the Cabinet for Health and Family Services (CHFS). GSNF serves individuals who are medically fragile and who presently show symptoms of behavioral health, developmental and/or intellectual disabilities.

The Janitorial Services covered by this contract consists of janitorial, housekeeping, limited grounds cleaning as well as any common spaces for the facility.

Contractor shall propose an all-inclusive monthly fixed fee to provide Janitorial/ Housekeeping Services. The all-inclusive pricing should be based on approximately 63,000 square feet of floor space and will also include the required area of coverage outdoors which includes all sidewalks and/or entrances, four (4) courtyards and a perimeter approximately thirty (30) feet from the building exterior walls and outer buildings.

The square footage of the floor space does not include square footage of the exterior coverage.

Contractor shall provide sufficient qualified personnel to perform the necessary duties to meet required performance objectives. Staffing levels shall be adjusted as necessary to meet the janitorial service needs of GSNF. Additional staffing shall not be grounds for a cost increase. Proper staffing levels should be determined by the vendor during the site visit.

2.2 Regulatory Requirements

GSNF is regulated by the Centers for Medicare and Medicaid Services (CMS), the Cabinet for Health and Family Services (CHFS), Office of the Inspector General (OIG), and other regulatory agencies. The facility must adhere to specific “Universal Precautions”, Infection Control and safety standards. The contractor shall adhere to the same “Universal Precautions” at all times. Contractor’s non-compliance with accreditation, infection control or safety requirements shall be grounds for termination of the contract.

Services performed for GSNF under the provisions of the contract shall meet all federal and state regulations (including all applicable regulations concerning blood borne pathogens).

All general requirements and responsibilities attached hereto and made part of this contract shall be strictly adhered to.

Contractor shall comply with all applicable policies and procedures of GSNF, Department for Behavioral Health, Developmental and Intellectual Disabilities, the Cabinet for Health and Family Services as well as all applicable State of Kentucky and federal laws and regulations.

Document Description Page 8

2.3 General Responsibilities

Contractor General Responsibilities include the following:

1. Prior to the contract effective date, the successful bidder shall schedule a walk-through meeting with GSNF designated representative(s), to familiarize themselves with the campus and review contract performance criteria.

2. Contractor shall coordinate changeover of services with the outgoing Contractor and hospital administration to provide a smooth transition of service.

3. Services performed under this contract shall be subject to inspection and approval by a representative of GSNF.

4. GSNF is a twenty-four (24) hour per day, seven (7) days per week facility. Locations throughout the facility require cleaning at times other than first shift. These would include, but are not limited to, Linen and Laundry Services, Dining Areas, and Patient Care Areas.

5. The facility shall be cleaned daily to the satisfaction of the Facility Superintendent, or designee.

6. The following areas are excluded in terms of cleaning responsibility: Maintenance shops, equipment room, general storage, and penthouse.

A. Chemicals. Supplies, and Equipment GSNF will provide all consumable supplies including soaps, waterless hand cleanser, paper towels, toilet tissue, and trash bags.

All soap, waterless hand cleanser, paper towels, and toilet tissue dispensers will remain standardized. GSNF will provide and/or replace these dispensers as required.

Contractor shall provide all chemicals, supplies, and equipment to perform janitorial and housekeeping responsibilities. Contractor shall provide all capital equipment and small equipment necessary to perform janitorial and housekeeping responsibilities. Small equipment may include, but is not limited to, the following: mops, mop heads, walk-off mats, window washing kits, wet floor signs, buckets/wringers, dust mop treatment kits, trash cans for their use as indicated below, carts, etc. The contractor is responsible for providing scrubbers, buffers, and any additional items needed for the contractor to perform the required janitorial duties.

Contractor is responsible for ensuring the availability of janitorial supplies and equipment to use in emergencies.

Document Description Page 9

Chemicals, supplies, and equipment used in the delivery of this agreement must meet the requirements described in the specific Manufacturers Recommended Maintenance Instructions for both the chemical and the surface for which it is being applied. Failure to use the correct chemicals, supplies and equipment shall result in vendor replacing destroyed items. Chemicals may be required to be purchased by the vendor through Kentucky Correctional Institutes.

Necessary chemicals include, but are not limited to germicidal solution, floor finish, degreaser, non-acid bowl cleaner, lift-off aerosol, stainless steel polish, glass cleaner, furniture polish, easy scrub. All chemicals shall meet the approval of the facility’s Infection Control and Fire and Safety Committees.

Disinfectant detergent cleaner shall be used for all normal cleaning purposes. Floor finish must be non-staining, provide a high degree of slip protection, and shall meet specifications of the Underwriters Laboratory. Cleaners shall not be harmful to the surfaces to which they are applied. Dust mop treatment materials, which leave an oily residue, shall not be used. All chemicals, cleaning pads and/or equipment used in the cleaning of the facility must meet the appropriate manufacturer’s requirements.

All hard surface cleaning (i.e., flooring, furniture, etc.) shall be maintained according to manufacturer’s specifications. Edges and corners will be free of splashes and dirt. Burns, scratches, and other damage must be repaired in a timely manner.

All janitorial supplies and equipment must be kept properly secured when not in use. When in use, all such supplies and equipment shall be kept out of the reach of residents. Storage areas for Janitorial supplies are located on each of the four (4) Pods and in the basement storage area.

Contractor shall provide Safety Data Sheets (SDS) for all chemicals that will be used.

Update the SDS sheets as additional chemicals are added to clean the building. These updated SDS sheets shall be posted in the service closet and also be approved by Fire and Safety Committee prior to the new chemicals being utilized.

Contractor shall maintain and provide a copy of agency’s policy manual on the safe use of all chemicals and supplies that will be used while providing necessary services. Manual shall include, but not be limited to, the Manufacturer Recommended Safe Mixing Ratios, safe storage methods and appropriate personal protective equipment to be utilized when handling each chemical.

Contractor shall provide documentation that all contractor personnel have been trained in the safe use of all chemicals and have read the policy manual referenced above upon request.

B. Keys and/or Personal Identification Scan Cards GSNF will provide Contractor employees assigned to duty on GSNF’s premises with their first key and/or Personal Identification Scan Card, which will be prepared by GSNF.

The contractor shall ensure that their employees and agents maintain and display this identification badge in compliance with GSNF policy.

Document Description Page 10

The contractor is responsible to ensure that all keys and badges are worn with picture displayed while in building and returned upon the separation of staff. If rekeying is required due to loss of keys by contract staff, vendor will be responsible for the cost at market price.

The costs for rekeying is not reimbursable under this contract.

C. Other Equipment and Supplies The Contractor shall be responsible for:

1. Any office equipment beyond what the facility supplies such as computer equipment, which must be preapproved by GSNF. Provide any communication equipment needed that exceeds two-way communication radios supplied by customer. Electrical and/or computer equipment requires prior approval from GSNF.

2. Office supplies needed for own use.

3. Communication devices such as pagers, radios, etc. These devices must be approved by GSNF or other designated parties prior to installation.

4. The costs of maintaining first aid equipment and supplies for employees of the contractor.

5. Any breakage, damage, or loss through carelessness.

6. The contractor shall not store or use GSNF facilities, equipment, and/or inventories for other company owned or contract operations.

7. The contractor shall ensure availability of janitorial supplies and equipment use in emergencies.

2.4 Human Resource Management Requirements

A. Human Resource Management General Requirements include, but not limited to:

1. Provide an adequate number of personnel to perform services in accordance with the performance specifications outlined herein.

2. Provide all management, labor, transportation, supervision, training, equipment, supplies, and materials needed to provide janitorial/aseptic housekeeping services to GSNF as specified in this contract upon request.

3. Provide services that comply with all applicable policies and procedures of the GSNF, DBHDID, and CHFS as well as State and Federal laws and regulations applicable to these contracted services.

B. Janitorial/Housekeeping Services Work Team

Document Description Page 11

The contractor shall maintain the staff necessary to ensure effective and efficient provision of service in a manner satisfactory to GSNF. Provide sufficient backup staff in times of staff shortages due to vacations, illnesses, and inclement weather. GSNF is a twenty-four (24) hour care facility that must remain open year-round and maintain adequate staff levels at all times.

The facility currently receives an estimated three hundred twenty (320) person-hours per week of janitorial services, excluding the hours worked by the company’s on-site manager.

Person-hour expenditures will be closely monitored by the facility Fiscal Officer, who will develop a monitoring plan. If janitorial staffing should fall below minimum staffing criteria for a period of four weeks, nine hundred dollars ($900) will be deducted from the set monthly contract amount per employee shortage. Minimum criteria standards are based upon eight (8) full-time staff (40-hour work week) plus manager.

1. Uniforms and Parking The contractor shall provide uniforms for all employees assigned to work at GSNF, and ensure that employees keep their uniforms neat, clean, and in good condition. The style and design of the uniforms will be subject to the approval of GSNF.

Parking may be restricted to designated areas and the contractor shall ensure its employees use only those areas.

2. Employee Information The contractor shall provide GSNF with a complete list of all proposed staff, supervisors, and management according to assigned work area and annual salary allocation. Provide current written job descriptions on file at GSNF for all employees and their respective job classifications upon request.

3. Experience and Qualifications Provide a resume for all proposed management staff that will provide services to GSNF. Resume(s) shall include education, qualifications, commendations, previous work assignments, and dates of service. GSNF prefers management staff that have had prior work experience in facilities with individuals with behavioral health, developmental and intellectual disabilities, and those who are medically fragile.

Provide position titles, job descriptions, qualifications, experience, anticipated annual salary and benefits for all other staff. Indicate the number of full-time equivalents (FTE) of all staff that the Contractor proposes to place at GSNF.

4. Implementation Plan Provide a detailed implementation plan and transition schedule which demonstrates that there will be no interruption in services. The plan should include, but not be limited to, the resources (personnel, equipment, etc.) allocated, quantity and types of equipment to be utilized, the dates suggested for the implementation to take place, and any resources required from GSNF in order for implementation to be successful.

C. Janitorial/Housekeeping Services Manager

Document Description Page 12

GSNF reserves the right to review the qualifications of the Janitorial and Housekeeping site managers and all other staff that the Contractor proposes to place at GSNF. The Contractor shall provide professionally trained, salaried management personnel (not student managers). GSNF may withhold approval of the site manager(s) and of specific staff, in which case, the contractor is required to submit other candidates screened for review. If the GSNF rejects all nominees, the contractor shall submit other candidates for consideration.

Arrange for at least one (1) member of the management staff to be available at all times. Management staff shall attend GSNF meetings as requested by GSNF officials.

Provide a corporate “point of contact” to routinely review and inspect operations; to consult with GSNF on current and future service programs; and to act with full authority on the Contractor’s behalf in any and all matters pertaining to the contract.

D. Contractor Employee Mandatory Requirements Individuals providing services under this contract shall comply with all vaccination requirements according to state, Centers for Medicare and Medicaid Services, and the Centers for Disease Control and Prevention guidelines.

No individual providing services under this contract shall start to work without the required credentials stated below. For each applicant recommended for consideration to provide services through this contract the contractor shall provide individual’s evidence of the following credentials:

1. Record Checks: A current and satisfactory criminal and nurse aide abuse registry check in accordance with KRS 216.793, KRS 27A.300, KRS 17.151 AND 902 KAR 20:410, Section five (5). Current is within the last thirty (30) days. Satisfactory is with no convictions or outstanding charges which would constitute a felony conviction under 902 KAR 20:410, Section five (5).

A criminal record check shall be completed through the Kentucky State Police Information Center or the Administrative Office of the Courts. The State Justice Cabinet approves both. If an individual providing services under the contract has resided or worked in a state other than Kentucky, a satisfactory records check shall be required of those states as well.

A check of the Kentucky Nurse Aide Registry shall also be completed. If the contract is with an individual, the contractor shall be responsible for records, criminal, and abuse checks. This information shall be maintained by the Facility Human Resource Department and be on file prior to work assignment.

All individuals providing services under this contract shall be subject to a fingerprint-supported state and FBI check under the KARES Kentucky Applicant Registry and Employment Screening Program (KARES). To enroll in KARES, please go to: http:// chfs.ky.gov/os/oig/kares/.

Document Description Page 13 http://chfs.ky.gov/os/oig/kares/ http://chfs.ky.gov/os/oig/kares/

2. Purified Protein Derivative (PPD/TB skin) Test: Evidence of a current PPD (TB skin) test or Blood Assay for Mycobacterium tuberculosis (BAMT). If a current PPD test or BAMT is not available, the contractor shall provide this service at no charge to the individual.

3. Drug Testing: Pursuant to 908 KAR 3:190 evidence that individuals recommended to provide services through this contract have successfully completed a ten (10) panel plus Oxycodone drug test (“Pre-appointment testing”) within the last thirty (30) days. Pursuant to 908 KAR 3:190, Section 10, Paragraph (1).

Costs associated with conducting pre-employment drug testing of prospective test designated individuals shall be borne by the contract agency.

Pursuant to 9058 KAR 3:190, DBHDID may require random or reasonable suspicion drug testing of individuals providing services under this contract.

4. Drug Testing: OIG LEIE Record Check: In accordance with the Social Security Act sections 1128 and 1156, the Federal Office of Inspector General maintains a List of Excluded Individuals and Entities (LEIE) which shall be reviewed prior to allowing contract agencies or personnel to work within GSNF. Any contract agency or contract personnel included in such list shall be prohibited from operation in connection with this contractual agreement. The website address for LEIE is: http://exclusions.oig.hhs.gov.

No individual providing services under this contract shall start to work without the required credentials stated above. This information shall be sent to a designee at the facility and be approved prior to work assignment.

5. Elder Justice Act: It is the policy of GSNF to comply with the Elder Justice Act (EJA) about reporting a reasonable suspicion of a crime under Section 1150B of the Social Security Act as established by the Patient Protection and Affordable Care Act and to adhere to the Centers for Medicare and Medicaid Services (CMS) and State existing policies and procedures for reporting alleged incidents of abuse, neglect, or exploitation.

Covered individuals and/or employees of GSNF will be notified upon hire and annually of their reporting obligations under the Elder Justice Act to report a suspicion of a crime against an individual who is a resident of or is receiving care from the facility.

E. Orientation Individuals selected to provide services shall attend required facility orientation training prior to working in patient treatment areas. The cost incurred shall be the responsibility of the contractor and not that of the facility.

F. Outside Employment During the first thirty (30) days of signing a contract, the contractor shall provide the facility director or designee with a list of the individual’s name and place of employment.

Subsequently, the contractor shall provide the facility director, or designee, with an updated list of individuals with outside employment on a quarterly basis.

Document Description Page 14 http://exclusions.oig.hhs.gov

G. Employee Training A training program shall be established for all employees, which must meet all regulatory requirements and will be reviewed and approved by GSNF. The program shall include necessary training for all employees to perform in the contract environment. GSNF will provide an orientation program as well as other trainings as needed.

H. Employee Conduct Ensure contractor’s employees maintain a friendly, cooperative, and respectful attitude and conduct themselves in a proper, professional, and dignified manner at all times.

I. Removal of Employees GSNF reserves the right to have any employee of the Contractor removed from service to the facility temporarily or permanently for any reasonable cause. The Hospital Director or designee, in the best interest of the facility, shall have the authority to request an immediate replacement through written documentation any contract employee.

J. Liability for Employee Act Contractor’s staff providing services to GSNF will be deemed employees solely of the contractor and will not be deemed employees or agents of GSNF or deemed to act for or on behalf of GSNF.

The contractor shall not store or use GSNF facilities, equipment, and/or inventories for other company owned or contract operations. Contractor shall be responsible for any breakage, damage, or loss through carelessness.

2.5. Administrative Requirements

A. General Administrative Requirements

1. Contractor shall not discriminate or permit discrimination against any person or group of persons on the grounds of race, sex, creed color, national origin, and shall be in compliance with all ADA (Americans with Disability Act) requirements and OSHA standards. Contractor shall promptly investigate all discrimination complaints made against the Contractor, and provide to the Hospital Director, or his/her designee, a thorough and timely report on the nature, investigation results, and resolution of such complaints.

2. Compliance: Comply with OSHA and other regulatory agency requirements, and Hospital requirements for record keeping and reporting of all accidents resulting in death, trauma, occupational illness, or injury. The Contractor shall provide a verbal report to the Hospital Director, or designee, within one (1) hour of occurrence and a written follow up report within twenty-four (24) hours of occurrence.

3. Meet Health Information Protection Portability Act (HIPPA) requirements and/or standards, throughout the contract term.

Document Description Page 15

4. Records: Make records available in accordance with the state, federal, or local regulatory agencies for audit.

5. Facility Policies and Procedures: Comply with all GSNF policies and procedures.

6. Contractor shall perform all administrative duties relating to Janitorial/Housekeeping services employees to include maintaining time records, reports, special projects, and documentation of services provided.

7. The Contractor shall be responsible for repair or replacement of damage to hospital property, buildings, and furnishings caused by their negligence. In all instances where hospital property or equipment are damaged by Contractor’s employees or equipment, the Contractor shall submit to the Hospital Director, or his designee, a full report of the facts and extent of such damage verbally within one hour and in writing within twenty-four (24) hours of occurrence. Damage caused by others shall be reported to the Hospital Director, or his designee.

8. Audit: Provide a management audit of the Janitorial/Housekeeping Services operation at least every twelve (12) months and provide to the Hospital Director or designee.

9. Review of Services: At least once a year GSNF and Contractor shall do a combined review of services and records.

B. Business Associate Agreement Agree to the Facility Business Associate Agreement (BAA) that is in accordance with HIPPA and outlines the requirements imposed by the HITECH (Health Information Technology for Economic and Clinical Health) Act, as enacted by the American Recovery and Reinvestment Act, as enacted by the American Recovery and Reinvestment Act. The HITECH Act Rule in its entirety may be located at the following website:

https://www.hhs.gov/sites/default/files/ocr/privacy/hipaa/administrative/ enforcementrule/enfifr.pdf

C. Insurance Requirements Successful bids shall be responsible for maintaining this coverage through the entire contract term:

1. Contractor’s General Liability Insurance in accordance with limits of liability of $1,000,000.00 per occurrence, $2,000,000.00 aggregate.

2. Kentucky worker’s compensation insurance in accordance with the requirements of KRS 45A.480 and KRS Chapter 342.

The successful bidder shall furnish an ACCORD Certificate prior to award:

a. The certificate holder listed as:

Document Description Page 16

Finance and Administration Cabinet, DCM Office of Procurement Services 200 Mero Street, Fifth Floor Frankfort, Kentucky 40622

b. The Endorsement indicating the Commonwealth and its agents as an Additional Insured for the contract resulting from the solicitation.

Failure to furnish said certificates or failure to maintain the required coverage throughout the life of the awarded contract shall be grounds for cancellation of the contract.

The insurance coverage shall be in compliance with the laws of the Commonwealth of Kentucky and shall be placed with a licensed resident or non-resident agent who represents insurance companies authorized to do business in Kentucky. A list of authorized companies can be found at:

https://insurance.ky.gov/ppc/Company/Default.aspx.

The insurer shall have an AM Best rating of B+ or higher. Visit www.ambest.com for verification. Failure to meet this requirement may result in the bid being deemed non-responsive.

D. Facility Inspections and Performance Evaluations Designated GSNF personnel will have access to all housekeeping storage areas for any inspections which they choose to conduct. Contractor employees will cooperate with GSNF personnel during inspections.

A management representative of the contractor, along with a GSNF representative, will conduct, at a minimum, weekly facility, and sanitation inspections. All non-performance issues will be included in the inspection report. The contractor will furnish a copy of all inspection reports to GSNF upon request. The contractor is responsible for implementing corrective operating measures for all non-performance issues required by GSNF found because of inspection.

Service deficiencies will be noted in a written format. The Contractor will have ten (10) days, unless otherwise specified, to correct noted deficiencies. Minor deficiencies shall be corrected within twenty-four (24) hours. If the schedule for correction is not met, a vendor complaint shall be submitted to the Finance and Administration Cabinet’s Division of Procurement Services. If a second complaint is necessary during the contract term, GSNF may request that the contract be terminated.

Attain a satisfactory minimum score of 90% on internal facility inspections/evaluations. An evaluation form will be mutually developed and agreed upon prior to initial inspections.

As a part of the evaluation process, clear performance expectations and compliance to regulatory agency standards (Health Department and others) will be incorporated.

The contractor understands that the premises will be subject to inspection by Federal, State, and Local regulatory authorities. A copy of all inspection results by Federal, State and Local Agencies shall be shared with GSNF administration following any inspection.

Document Description Page 17 https://insurance.ky.gov/ppc/Company/Default.aspx http://www.ambest.com

E. Complaints Complaints shall first be addressed by the Facility Director, or designee, and the Contractor. Complaints that cannot be resolved at the facility level will be reported to the Cabinet to initiate the Vendor Tracking Complaint resolution process and may result in termination of contract. The Kentucky Finance Cabinet, Office of Procurement Services has oversight of performance issues and contract terminations.

2.6. Required Service Delivery

A. Service Schedules Management and Janitorial/Housekeeping services hours are to be provided twenty-four

(24) hours a day seven (7) days a week. Schedule must be submitted to Glasgow State Nursing Facility and approved by Director or appointee.

B. Non-Patient Areas Non-patient areas such as walkways, lobbies, waiting rooms, elevators and elevator tracks, central dining area, public restrooms, breakroom, smoke room and offices (this list is only an example of non-patient areas and is not intended to be all-inclusive) shall be maintained as follows:

1. Floors, walls, tile and grout lines, stairwells, corridors, baseboards, doors, furniture, light fixtures, fittings, and any other surfaces must be free of dust, dirt, debris, splashes, stains, etc.

2. Handrails: Clean and dust free at all times.

3. Ledges and Fittings: Clean and dust free at all times.

4. Floor and Walkway Drains: remove any debris from drains; wipe with appropriate cleaner and disinfectant, drains should be odor free at all times.

5. Exterior Walkways: Clean and free from debris at all times. Scrub monthly or more frequently as needed to remove gum, spills, and stains, etc.

6. Glass Surfaces (windows, doors, and partitions): Clean weekly or more frequently, as needed. (Exterior glass surfaces for cleaning include all entrances and lobby areas.) All windows are included, both inside and outside.

7. Trash and Smoking Receptacles: Empty routinely to prevent overflow; and interior and exterior surfaces cleaned, as needed.

8. Offices: Clean and vacuum weekly, unless needed more often generally first shift.

9. Conference Rooms: Clean once daily, generally first shift; and vacuum weekly, unless needed more often. Set-up and break down tables/chairs as needed for meetings, Document Description Page 18 displays, special events, etc. upon request of GSNF. There are five (5) conference rooms located in the facility; one (1) in each Pod and one (1) in the main office area.

10. Restrooms: Clean, odor free, and stocked with hand soap, towels, and toilet tissue at all times.

11. Water fountains: Clean and free of lime at all times.

12. Kitchen Floor: Deep clean the surface of the main kitchen floor one (1) time per month, or as requested.

13. Vented Gas Fireplaces: There are six (6) vented gas fireplaces, one (1) on each Pod and two (2) in the main lobby of the facility. The exterior surface and metal front cover of all fireplaces must be always kept free from dust and dirt, and they must be cleaned weekly and as needed. All glass covers should be free from spots, smudges and/or streaks inside and out.

14. Monitor: walkways, lobbies, waiting rooms, elevators, and public restrooms, and service if needed, every two (2) hours between 6:00 a.m. and 10:00 p.m., or more frequently as needed.

15. Coverage Outdoors: includes cleaning of all sidewalks and/or entrances, four (4) courtyards, and a perimeter approximately thirty (30) feet from the building exterior walls and outer buildings. These areas should be always kept clean. Cleaning includes, but is not limited to, removal of all trash from the area such as paper, cigarettes butts, cans, bottles, etc. Emptying of all trash cans daily and as needed, as well as pressure washing the exterior sidewalks semi-annually and as needed. Contractor shall also be responsible for removal of snow/ice from these areas and applying salt and/or ice melt when needed for the safety of the residents, staff, and visitors. GSNF will supply salt and/or ice melt for the Contractors use.

16. Carpet, recessed window wells and floor mats in public area: Vacuum daily, or more frequently as needed. Carpet extraction (wet-clean), every six (6) months at a minimum, or more frequently as needed.

17. Upholstery: Clean upholstery as needed, or as requested. Upholstery repairs are the responsibility of GSNF.

C. Patient Areas

1. Occupied Room Cleaning: Occupied rooms include the Community Service Room, Treatment Room, Consult Room, Dining/Living Area, Kitchenette, and Bathing Suites.

This list is only an example of occupied rooms and is not intended to be all-inclusive.

a. Clean at least one (1) time per day, or more frequently as needed. These tasks are to be accomplished on the first shift, except for special needs requests (e.g., Document Description Page 19 spills, trash pulls, paper supply needs, etc.) which can occur throughout a twenty-four (24) hour period.

b. Address special needs requests as soon as possible.

c. Monitor Sharps containers and change when they become half full.

2. Discharge/Transfer Room Cleaning: Patient discharges may occur on a twenty-four (24) hour basis. Some discharges and certain designated areas require specialized cleaning procedures.

a. Achieve a turnaround time of forty (40) minutes for STAT cleaning, and sixty (60) minutes or more for regular cleaning.

b. Hand Sinks: Clean and stock with hand soap and paper towels.

c. Resident Showers: Clean and sanitize.

d. Toilets: Clean and sanitize.

e. Floors: Clean floors following each discharge and transfer. Cleaning includes sweeping, mopping, and sanitizing.

f. Furnishings: Clean all furnishings in the room. Furnishings should include but are not limited to, bed frames, headboards, footboards, TV’s, dressers, and nightstands.

g. Edges, baseboards, and corners will be free of splashes, dirt, and accumulated debris.

h. Beds: Clean and sanitize beds, including mattress, frame, headboards, footboards, and handrails (if installed on the bed).

i. Conduct a “quality audit” prior to room being occupied.

j. Procedures shall meet all regulatory requirements and will be reviewed and approved by GSNF.

k. Sharps containers must be changed when they become half full.

3. Resident Rooms: Resident rooms must be cleaned to meet all regulatory requirements and will be reviewed and approved by GSNF. Ongoing cleaning includes, but is not all inclusive to:

a. Hand Sinks: Clean and stocked with hand soap and paper towels.

b. Resident Showers: Clean and sanitize.

c. Toilets: Clean and sanitize.

d. Edges, baseboards and corners will be free of splashes, dirt, and accumulated debris.

e. Floors: Clean and mopped at a minimum of once daily on first shift, then as needed.

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f. Tile and Grouting: At no time should it show signs of mold, mildew, or any other fungal hyphae growth. Contractor is responsible for and must take care to assure the grout does not become discolored due to cleaning.

g. Furnishings/Beds: Clean and free from dust or dirt. Furnishings should include, but are not limited to bed frames, headboards, footboards, TVs, dressers, and nightstands.

h. Trash: Empty and removed from resident rooms at a minimum two (2) times per day, at no time shall receptacles be overflowing.

i. Weekly Cleaning: Beds shall be cleaned and sanitized on a weekly basis and more often when needed, and should include mattress, frame, head and foot boards, and handrails (if installed on the bed).

j. Sharps containers must be changed when they become half full.

4. Treatment Areas: Treatment area cleaning procedures shall meet all regulatory requirements and will be reviewed and approved by GSNF. All previously stated cleaning standards apply to treatment areas.

5. Dining Areas: Each dining area is used at minimum three (3) times per day and will require cleaning to include sweeping and mopping after each service. There may be other events scheduled throughout the day that may require additional cleaning services.

Central dining area tables will require cleaning after each dining service and other scheduled events by the Customer.

6. Batteries: The Contractor shall change batteries in battery-operated dispensers.

Batteries for GSNF dispensers will be supplied by GSNF.

7. Contractor and their staff are responsible for locking doors and turning off lights as directed by GSNF.

8. The contractor shall demonstrate a sense of urgency in responding to any reported service need. Standards shall be maintained on a twenty-four (24) hours per day, seven

(7) days per week basis.

D. Moving of Furniture and Equipment The contractor shall use extreme care when moving furniture and equipment. During the Daily cleaning of the resident’s rooms and common areas, the Contractor will be responsible for moving empty beds and furniture to assure proper cleaning. No chairs, trash cans, or other items shall be stacked on desks or tables. All furniture and equipment shall be returned to its original position upon the completion of work. Notwithstanding, other than daily cleaning of resident’s rooms, and other common areas, the Contractor shall only move furniture and/or equipment with prior approval and/or at the request of GSNF. The contractor shall not be required to move computer equipment.

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Provide meeting room and display set-up, including set-up and breakdown of tables/chairs as needed. Audio visual services will be the responsibility of GSNF staff.

E. Waste Management

1. Remove trash daily or more frequently as needed. Keep exit areas free from debris and uncluttered at all times. Clean any spills, which result during the transportation and disposal of trash immediately.

2. Operate and be responsible for maintaining cleanliness of facilities waste collection areas where trash may be delivered for removal. All non-medical waste and sharps containers are to be removed and transported to the appropriate waste receptacle.

Regular waste is deposited in dumpsters. GSNF will provide sharps containers and Bio- Hazard Spill Kits. Contractor is responsible for replacing containers as necessary and transporting containers to appropriate waste receptacle. No Sharps container may be more than half full at any time.

3. Bio-hazardous “Red Bag” waste shall be collected and placed in the appropriate waste receptacle in the Biohazard Room in the basement or other area as designated. At no time will Red Bag waste be transported or mixed with other waste. GSNF will provide Red Bags.

F. Linen and Laundry Services Patient laundry and linen is laundered by GSNF. The contractor shall be responsible for:

1. Removal of linen from Soiled Utility rooms located in each resident care area, a minimum of two (2) times daily, one (1) time each on first and second shifts.

2. Delivering soiled linen to the area specified in the Laundry.

3. Removal and hanging of cubicle and shower curtains in patient rooms.

4. Providing a washer and dryer for Contractor use only. GSNF will provide a hook-up for a dedicated washer and dryer in the Laundry Area of the facility.

5. Laundering of the mop heads, cleaning materials, floor pads, etc.

Soiled Linen collection carts will be provided by GSNF.

2.7 Reporting Requirements

Contractor shall submit reports, as required, to include Quality Assessment and Performance Improvement and concerns from weekly rounds. Please note that additional reports may be required based on facility need.

2.8 CHFS Responsibilities

GSNF will provide:

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1. Safe, secure areas on each Pod and in the basement area for storage of contractor’s equipment and supplies.

2. Office space with one (1) desk and one (1) chair.

3. Utilities necessary to perform services. GSNF will maintain utility services and make every reasonable effort to avoid their disruption. In the event of any planned or unplanned interruption of service, GSNF will take reasonable steps to restore service promptly, but will not be responsible for any loss or delay sustained by the cleaning contractor. In the event that any utility service must be interrupted for planned repair or modification, Contractor will be given as much advance notice as possible. The contractor will have a contingency plan in the event of disruption which has been approved by GSNF.

4. Fire extinguisher equipment and supplies that meet or exceed required standards. The contractor shall notify GSNF immediately of fire extinguisher use.

2.9 Payment and Invoicing Requirements

The contractor shall provide monthly invoice, including a copy of staff time records, to the Facility Business Office at the end of the monthly period. Timesheets shall be submitted on the first business day following the end of each month. Invoices shall be submitted by the fifteenth day of the month following the month services were provided. Supporting information will be reviewed and follow-up will be performed on discrepancies. Contract information will be referenced to any clarification. Contact the Facility Business Office with questions, concerns, or problems with billing issues.

Section 3 Purpose The purpose of this solicitation is to request vendor responses in order to provide these items under contract to agencies as needed.

Section 4 General This solicitation specifies requested items. It is not the intention of this solicitation to eliminate vendors or manufacturers of similar or equal equipment of the types specified. It should be noted, however, that these requested items are written around specific needs of State agencies. The Commonwealth reserves the right to consider bids non-responsive if they do not comply with the specifications contained herein.

Section 5 Initial Contract Period The contract established from this solicitation shall be for the initial period from time of award through March 31, 2025.

Section 6 Renewal Clause – Optional Renewal Period

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This contract may be extended at the completion of the initial contract period for four

(4) additional one-year periods. This extension must have the written approval by all parties. If the contract resulting from this solicitation provides for an optional renewal period, the Commonwealth of Kentucky reserves the right to…